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Improvement Club
Bylaws & Policies
revised March, 2009

ANNANDALE IMPROVEMENT CLUB
BYLAWS
Revised March 2009

ARTICLE I

NAME

This association shall be known as THE ANNANDALE IMPROVEMENT CLUB.

ARTICLE II

PURPOSE

The purpose of this club shall be the improvement of the city in general with a primary priority given to support of the library, followed by physical beautification of the city.  It is also our desire to enrich the lives of our members through programming and tour opportunities.  

ARTICLE III

MEMBERSHIP

Section 1 Anyone interested in the purpose of this club may become a member upon paying dues.

Section 2 Those meeting the guidelines for Honorary Membership will be recognized at the annual meeting.  (See policies for Honorary Membership criteria.)

ARTICLE IV

OFFICERS

Section 1 The officers make up the Executive Board of this club and shall be:    president, vice-president, secretary and treasurer.  Officers will be elected for a one-year term.  They may be re-elected, but may not hold the same office for more than two successive years.  Two club members may share an office as co-officers.

Section 2 Officers will be elected at the annual meeting.  A nominating committee of three will be appointed by the president at the previous meeting.  The nominating committee will present a candidate for each office, having previously obtained the candidates consent.  The president will ask for additional nominations from the floor; if none are presented the proposed slate will be unanimously elected.  If there are more nominations, the candidate with majority vote will be declared elected.

Section 3 Newly elected officers shall assume their respective duties at the close of the annual meeting. 

Section 4 Vacancies in office shall be filled by election at the next meeting.

ARTICLE V

MEETINGS

Section 1 The annual meeting of this club shall be held on the first Thursday of May.

Section 2 The regular meeting of this club shall be held on the first Thursday of the month.  Exceptions can be addressed by the Executive Board.  
[Meetings held all year approved by membership 10/6/05.]

Section 3 A special meeting may be called by the president, notice having been given to all members.

ARTICLE VI

COMMITTEES

Section 1 The Standing Committees shall be:  Beautification, Fundraising, Library and Program. [See Policies for description of Committees.]  All members to be appointed by the president.

Section 2 A Standing Committee Chair shall present project plans to the Executive Board for inclusion in the annual budget (see Article VII).  Once a project is included in the budget and approved, the chair can expect support from all members, and will submit a summary and a financial statement to the treasurer.

Section 3 After a motion has been approved by a vote of the members for raising and/or spending money not included in the annual budget, a committee will be appointed by the president for that specific purpose.

Section 4 Following the annual meeting, the  president-elect shall appoint a Program Committee headed by the Vice President-elect, to submit a list of programs for the upcoming year. The proposed programs will be presented and reviewed by the membership in June.

Section 5 The president shall appoint a library liaison to report monthly on library and Friends of the Library activities.

ARTICLE VII

FINANCES

Section 1 An annual budget shall be prepared by the newly elected Executive Board after the  annual meeting  and presented for approval at the June meeting.  Standing committee chairs will be contacted for submissions  to the budget.

Section 2 Dues are collected annually. 

Section 3 A member found in arrears the second year will be notified by the treasurer and, if no response is received, will be removed from the membership roll. 

Section 4 The president will appoint two members to audit the books of the treasurer following the annual meeting and give a report at the June meeting

Section 5 Emergency funds of $500 shall be kept in reserve by the treasurer.

Section 6 Financial donations in support of the library and city beautification shall exclude monetary support of programs, salaries, or donations to non-profit organizations.

ARTICLE VIII

QUORUM

At any meeting, one third of the dues paying membership will constitute a quorum.

ARTICLE IX

PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Roberts Rules of Order, Newly Revised (10^th Edition) shall govern the Club.

ARTICLE X  

POLICIES

Section 1 Club policies shall be reviewed annually.

Section 2 Policies may be changed at any time by majority vote of those present.

ARTICLE XI  

AMENDMENTS TO BYLAWS

Section 1 The whole of this Bylaws, or any portion thereof, may be amended by two-thirds vote of the quorum with due notice of intended change having been given at the two previous regular meetings.

Section 2 The Bylaws shall be reviewed annually by a committee appointed by the president after the annual meeting.

Policies

Annandale Improvement Club Policies
Updated April 2009

MEMBERSHIP

1.        The annual dues for members of this organization shall be $25.00 with the exception of honorary members who are not required to pay dues.

2.        No officer, committee chair, or member of this organization shall publicly state any policy, enter into any agreement or otherwise obligate this organization except upon authority of the general membership. 

3.        Members of the Annandale Improvement Club should, if at all possible, purchase all items needed for projects within the city of Annandale .

4.        Inform committee chair(s) of your lunch attendance if you have not been contacted.  Once a lunch reservation is made, the member is responsible for the cost of lunch.

5.        Upon completion of a project, the project chair shall submit a written report to the President and submit a detailed financial report to the Treasurer.

OFFICER DUTIES

President

       Prepare and preside at all meetings of the organization, including Executive Board meetings and perform all duties pertaining to this office.

       Serve as an ex-officio member of all committees.

       Appoint all committees and committee chairpersons with the approval of the Executive Board.

       Call special meetings of the membership with the approval of the Executive Board or by application of 25 percent of the membership.

       Become acquainted with proper parliamentary procedures and conduct the business meeting accordingly.

       Update any corrections/additions to the bylaws and policies for the past year and maintain past versions of these documents. 

Vice President

       Preside at all the meetings of the organization, including Executive Board meetings, in the absence of the President.

       Chair the Program Committee.

       Chair the Honorary Membership Committee, maintain a list of honorary members, and submit the current list to the program committee after the annual meeting.

Secretary

       Record and maintain minutes of all meetings of the organization.

       Handle correspondence and submit written monthly minutes to the President.

       Prepare an annual report that includes activities and donations for the past year.  The report will be presented at the annual meeting.

       Maintain the Yahoo e-mail account, send out meeting notices, and notify hostess committee of reservations.

       Purchase a book for the library in memory of a deceased current member.

Treasurer

       Maintain the financial records of the organization.

       Collect all monies including dues, meal costs, monthly donation, fundraising and other projects; deposit the funds in bank account.

       Disperse funds upon authorization.

       Report on the financial condition of the organization at regular meetings and provide the secretary with a written report.

       Prepare for and schedule the annual audit.

       Prepare and present the financial report at the annual meeting.

       Update and maintain the membership roster.

       Report new members to the Membership Directory Committee and Executive Board monthly.

STANDING COMMITTEES

Beautification Committee

       Present up to $1,000 to the city of Annandale to help defray costs for the purchase of plants. 

       Submit a motion to the club to cover any additional funds or other support the Beautification Committee may need.

       Plan the design of the planting rings and other garden spots in the city.

       Invite interested community members to be on the committee and volunteer time.

       Order wreaths for downtown for the Christmas season.

Fundraising Committee

       Solicit ideas for fundraising projects from the membership and present fundraising opportunities and projects to the membership.

       Inform members of fundraising progress.

       Report on the past years fundraising projects and funds raised.

Library Committee

       Communicate with the librarian at the Annandale Area Public Library, the Annandale Friends of the Library, and the Annandale Library Board, and report on their needs and events.

       Submit a motion to the club regarding any additional funds or other support the library and Friends of the Library may need.

Program Committee 

       Chaired by the Vice President.

       Meets after the annual meeting to plan programs for monthly meetings for the following year.

       Prepare program brochure.

       Place notice in the Annandale Advocate stating the time and location of the monthly meeting when we do not have member-only events.

       Reconfirm the program with the presenter a month before the meeting or event.

       Send thank you note to the speaker.

Monthly Hostess Sub-Committee - Responsibilities

       Coordinate the menu with the caterer.

       Call members not notified by email and record reservations.

       Confirm reservation numbers with the caterer.

       Submit the confirmed attendance and check-in lists to the treasurer.

       Collect funds for luncheon and special events.   

ADDITIONAL COMMITTEES

Honorary Membership Committee

Committee is chaired by the vice president. 

Criteria for Honorary Membership in the Annandale Improvement Club:

       40 years of membership, upon request of a member.

       80 years of age or older, with 15 years of membership, upon request of a member.

       20 years of membership with health issues, upon request of member or suggestion of another member

Selection Process:

       Committee will review the roster and contact eligible members.

       Honorary members will be recognized at the annual meeting.

       The Vice President shall keep a running list of members and submit the entire list to the program committee after the annual meeting.

Membership Directory Committee

       Provide every member with a Membership Directory that contains information about each member, their photos, and the Improvement Club Bylaws and Policies.

       Provide pages to update each members directory in the fall.

       Submit a budget to the Executive Board after the annual meeting to be included in the annual budget proposal.